Engineering Department

Transcription

1 Engineering Department Q18-08 REQUEST FOR PROPOSALS Engineering Planning & Design Services Bittersweet Drive, Green Valley Place, and Edward Court Water Main Replacement Projects RFP Issuance Date: August 20, 2018 Proposal Due Date: September 10, 2018 The City of West Bend (City) is requesting proposals for engineering planning and design services for the BITTERSWEET DRIVE WATER MAIN REPLACEMENT project and the GREEN VALLEY PLACE & EDWARD COURT WATER MAIN REPLACEMENT project. The selected Consultant is expected to complete all work efforts necessary to facilitate design, regulatory agency approval, and bidding of the proposed project improvements as described herein. Proposals will be received until 10:00 a.m. on September 10, 2018 at: West Bend City Hall 1115 South Main Street West Bend, WI Attention: Stephanie Justmann City Clerk Please direct comments or questions regarding this RFP to: City of West Bend Engineering Department 1115 South Main Street West Bend, WI City Engineer: Max Marechal Questions should be submitted via no later than 12:00 pm on Wednesday, September 5, Answers will be posted as questions are received. Please visit the City s website ( to receive up-to-date information regarding this RFP, including answers to all questions received. It is the responsibility of the Consultant to check the website for new questions and answers prior to submitting a proposal. The names of Consultants submitting questions will not be disclosed. Personal visits and phone calls will not be allowed. Q18-08 RFP Page 1

2 PROJECT SPECIFICS The BITTERSWEET DRIVE WATER MAIN REPLACEMENT work and the GREEN VALLEY PLACE & EDWARD COURT WATER MAIN REPLACEMENT work will be performed under two separate projects. The Consultant shall prepare one separate, complete project package (construction plans, contract documents, and special provisions) for each project. It is anticipated that both projects will be let for construction in However, construction may be delayed until 2020 depending on the City s final approved budget for The scope of work for each project is generally described below, and approximate limits for each project are shown in the attached Exhibits 1 and 2. BITTERSWEET DRIVE WATER MAIN REPLACEMENT Project limits shall be on Bittersweet Drive from Eder Lane east to Sylvan Way. The Bittersweet Dr/Eder Ln intersection and Bittersweet Dr/Sylvan Way intersection shall not be included in the project work. Project work will include the replacement of approximately 675 linear feet of existing 6-inch diameter cast iron water main with 8-inch diameter polyvinyl chloride (PVC) pipe. Replacement of hydrants and resilient wedge valves at each end of the project are not included in the scope of work, as they have been replaced during recent construction projects. Water service laterals shall be reconnected at the main line. The area of excavation for the water main replacement work shall be properly backfilled, and the pavement area patched with hot-mix asphalt meeting City standard specifications. Sections of curb and gutter may also require replacement depending on the location of the new water main. GREEN VALLEY PLACE & EDWARD COURT WATER MAIN REPLACEMENT Project limits shall be on Green Valley Place from Eder Lane east to Sylvan Way, and on Edward Court from Green Valley Place south to the cul-de-sac. The Green Valley Place/Eder Ln intersection and Green Valley Place/Sylvan Way intersections shall not be included in the project work. The intersection of Green Valley Place/Sandra Lane is included in the scope of work. Project work on Green Valley Place will include the replacement of approximately 1,125 linear feet of existing 6-inch diameter cast iron water main with 8-inch diameter polyvinyl chloride (PVC) pipe. Project work on Edward Court will include the replacement of approximately 260 linear feet of existing 4-inch diameter cast iron water main, with 8-inch diameter polyvinyl chloride (PVC) pipe. Replacement of hydrants and resilient wedge valves at the Green Valley Place/Eder Ln intersection and Green Valley Place/Sylvan Way intersections are not included in the scope of work, as they have been replaced as part of recent construction projects. At the intersection of Green Valley Place/Sandra Lane, the water main shall be replaced up to and including the hydrant & resilient wedge valve on Sandra Lane. Resilient wedge valves and hydrants on Green Valley Place between the project limits shall also be replaced. The existing blow off valve at the end of the Edward Court cul-de-sac shall also be replaced with a permanent hydrant. A resilient wedge valve shall also be added at the intersection of Edward Court and Green Valley Place. Water service laterals shall be reconnected at the main line. On Edward Court, the existing service laterals for the properties on the cul-de-sac bulb converge to one single point. During design, the selected consultant shall spread-out the connection locations of these laterals. Q18-08 RFP Page 2

3 The area of excavation for the water main replacement work shall be properly backfilled, and the pavement area patched with hot-mix asphalt meeting City standard specifications. Sections of curb and gutter may also require replacement depending on the location of the new water main. SCOPE OF SERVICES The selected Consultant is expected to complete all work efforts necessary for the BITTERSWEET DRIVE WATER MAIN REPLACEMENT project and the GREEN VALLEY PLACE & EDWARD COURT WATER MAIN REPLACEMENT project to facilitate design and approval from all necessary regulatory agencies associated with the projects, as generally described below: 1. Planning & Design Services a. Prepare water main replacement plans and specifications, design documentation, permit applications (federal, state, and/or local), traffic management plan, erosion control analyses and design, utility coordination, and construction cost estimates. i. Determine if any environmental documents will need to be obtained for this project, and include those work efforts within the proposal. ii. If needed, conduct any and all historical and/or archeological studies on affected lands. iii. The Consultant shall be responsible for any geotechnical and/or survey information needed to facilitate design work. iv. Coordinate with public utilities (including gas, electric, fiber optic, etc.) prior to finalizing the project design to identify potential conflicts or relocation needs. Necessary relocations need to be addressed prior to the start of construction. v. Obtain all necessary permits in accordance with local, state, and/or federal regulations. b. Prepare the actual legal contract pages and specifications for the construction project bid documents. The specifications shall refer to the City Standard Specifications. i. The Consultant shall prepare two separate complete plan sets and contract document packages: one for the BITTERSWEET DRIVE WATER MAIN REPLACEMENT project and one for the GREEN VALLEY PLACE & EDWARD COURT WATER MAIN REPLACEMENT project. Both projects are anticipated to be let in However, construction may be delayed until 2020 depending on the City s approved 2019 budget. c. For each project, prepare and submit a Final Estimate of Probable Construction Costs for the project concurrently with the submission of the final project plans & specifications. Interim cost estimates should be completed and submitted with the 60% complete and 90% complete submittals as well. d. For each project, prepare and submit a completed Contract Time for Completion form (Wisconsin Department of Transportation form DT1923) concurrently with the submission of the final project plans & specifications. e. Design Phase Milestones: i. Project Kickoff: meeting between City staff & Consultant after award of contract to coordinate project design ii. ~60% Design Complete: The Consultant shall submit the design, special provisions and corresponding Construction Cost Estimate to the City for review. The submittal shall consist of one electronic PDF version of each item, two hard copies of 24 x36 plan sets, two hard copies of specification booklets, and two hard copies of the construction cost estimate. The City will review and analyze the plans and estimate, and provide comments and feedback on the overall design concept before authorizing the Consultant to proceed with the design. If necessary, the Consultant and City staff shall also meet at this stage to discuss the Consultant s submitted plans and the City s review comments. Q18-08 RFP Page 3

4 iii. ~90% Design Complete: The Consultant shall submit the design, contract documents, special provisions, corresponding Construction Cost Estimate, and draft Contract Time for Completion form to the City for review. The submittal shall consist of one electronic PDF version of each item, two hard copies of 24 x 36 plan sets, two hard copies of contract documents (including special provisions), two hard copies of the construction cost estimate, and two hard copies of the contract time for completion form. The City will review and analyze the plans and estimate, and provide comments and feedback prior to finalization of the plans. If necessary, the Consultant and City staff shall also meet at this stage to discuss the Consultant s submitted plans and any City comments. iv. Final Plans & Permitting: The Consultant shall submit the Final contract documents (including special provisions), construction plans, Construction Cost Estimate, and Contract Time for Completion form. The submittal shall consist of one electronic PDF version of each submittal item, one hard copy of the contract documents (including special provisions), one 24 x36 hard copy of Final Construction Plans, one hard copy of the Construction Cost Estimate, and one hard copy of the Contract Time for Completion form. The Consultant shall also provide the City with the AutoCAD file of the construction design. The Consultant shall also apply for all applicable permits needed for the construction, and provide copies of permit approvals to the City. 2. Bidding Phase Services a. Prepare the Notice to Bidders, which shall be provided to the City for review and publication. i. The City will publish the Notice to Bidders and distribute plans and bid documents to Contractors via the Quest system on-line. b. Consultant shall answer Contractor questions regarding project plans and specifications, and prepare addenda as needed for approval by the City Engineer. c. City staff will facilitate the opening and review of bids received, and presentations to City Council to award the construction contract. City staff will remain in contact with the selected Consultant throughout the bidding phase. 3. Construction Phase Services a. The City will obtain Construction Management and Inspection Services for this project through a separate Request for Proposals released concurrently with the construction contract. b. The Consultant shall attend a pre-construction meeting, which will be coordinated by the City s selected Construction Management Consultant. c. The Consultant shall issue project design/contract document clarifications as required during the construction process. i. Should they arise during the construction process, the selected Consultant shall be responsible for the correction of design errors and omissions (unless they are the result of unforeseen or exceptional circumstances). d. The Consultant shall attend a final project walk-through for final inspection (if requested by City staff). GENERAL TERMS & REQUIREMENTS The Consultant shall provide all labor, equipment, and materials necessary for completing the work unless otherwise agreed to in writing. The Consultant shall have visited the site and shall become familiar and satisfied with the general local site conditions that may affect their performance and furnishing of the Work. Q18-08 RFP Page 4

5 The City will pay the Consultant on a monthly basis for actual time and expenses incurred on the project up to the Consultant s Not-To-Exceed contractual value (which shall be provided by the Consultant as part of the proposal submission). The City intends to award this Work to the lowest responsible, responsive firm who complies with the specifications and scope of services and who, in the opinion of the City, can best meet the requirements of this request. However, price is but one factor to be considered and the award is not required to be made to the lowest bidder. Award will be made to the responsive, responsible firm whose overall proposal is the most advantageous to the City. The City of West Bend reserves the right to waive any formalities and to reject any and all proposals deemed to be unsatisfactory or not in the City s best interest. Furthermore, the City reserves the right to cancel any order or contract for failure of the successful firm to comply with the terms, conditions, and specifications of this request and/or contract. All proposals shall be binding for sixty (60) calendar days following the proposal submittal date unless the Consultant, upon request of the City, agrees to an extension. Faxed and ed proposals will be rejected. Late proposals will not be accepted and will remain unopened and returned to the sender. PROPOSED SCHEDULE The following proposed schedule is tentative and is provided as a general forecast for this project. The Consultant shall use these dates to prepare their own schedule with applicable milestones: August 20, 2018: RFP Issued September 5, 2018 at 12:00 pm: Deadline for Questions September 10, 2018 at 10:00 am: Proposals Due October 1, 2018: Anticipated Award of Consultant Contract at City Council Meeting October 2, 2018: Project Planning & Design Services Phase Begins November 30, 2018: 60% Complete Submittal to City December 21, 2018: 90% Complete Submittal to City January 14, 2019: Final documentation provided to City February 1, 2019 March 31, 2019: Bidding Phase Services * April 1, 2019 October 31, 2019: Construction Phase Services * *Note that the anticipated project letting in 2019 is subject to the City s approved 2019 budget. Bidding Phase Services and Construction Phase Services may be delayed until SUBMISSION REQUIREMENTS Proposals must be received in the office of the City Clerk, 1115 S. Main Street, West Bend, Wisconsin, 53095, by 10:00 a.m. on Monday, September 10, The Consultant shall submit four (4) complete SEALED proposals to the City of West Bend. One digital copy of the proposal shall also be provided to the City by the Consultant on a USB Drive memory stick readable on Windows based PCs. Q18-08 RFP Page 5

6 Sealed proposals shall be clearly labeled: Q18-08: ENGINEERING PLANNING & DESIGN SERVICES BITTERSWEET DRIVE, GREEN VALLEY PLACE, AND EDWARD COURT WATER MAIN REPLACEMENT PROJECTS. Submitted proposals shall include the following elements: 1. Demonstration of Project Understanding & Firm Experience The Consultant shall demonstrate their understanding of the scope of services requested in this proposal. The Consultant shall also detail the firm s past experience in street and water infrastructure design that demonstrates their ability to successfully provide the requested services. The Consultant shall include the experience of the firm s key individuals who will be assigned to this project. The Consultant shall also provide a list of references for similar projects that includes the contact information of the Project Manager in charge of those projects. The Consultant shall provide a complete list of any and all portions of the project that the Consultant plans to sublet, along with the details of the sub-consultant firm s experience in similar projects and the experience of the individual employees who will be assigned to this project. In addition, the Sub- Consultant shall provide a list of references for similar projects. 2. Schedule & Not-To-Exceed Fee The Consultant shall provide the firm s observations on the project, estimated hours of assigned personnel, and proposed staffing level. Based on the provided proposed schedule, the Consultant shall provide their schedule in a spreadsheet outlining the tasks to be performed, type of personnel assigned to the project, estimated man hours and hourly rates to be used by the Consultant in order to develop a maximum not-to-exceed fee for undertaking the project. 3. Draft Service Agreement The Consultant shall provide the City with a Draft Service Agreement to undertake the project work efforts to be provided under the Scope of Services of this Request for Proposal. 4. Certificate of Liability Insurance The Consultant shall include their company s certificate of liability insurance in accordance with Section of the City of West Bend Standard Specifications for Public Works Construction with their proposal, including Professional Errors and Omissions Insurance with a minimum coverage limit of not less than $1,000,000. ATTACHMENTS Exhibit 1 Bittersweet Drive Project Location Map Exhibit 2 Green Valley Place & Edward Court Location Map Q18-08 RFP Page 6

7 HEATHER DR Approximate Limits of Bittersweet Drive Water Main Replacement SYLVAN WAY BITTERSWEET DR EDER LN W PARADISE DR Legend? # Water System Valve Water Hydrant Water Pressurized Main <all other values> LifeCycleStatus Abandoned in Place EXHIBIT 1 Active BITTERSWEET DRIVE WATER MAIN REPLACEMENT Removed Under Construction CITY OF WEST BEND ENGINEERING DEPARTMENT - AUGUST 2018

8 VINE ST EDWARD CT R LN EDE SANDRA LN GREEN VALLEY PL Approximate Limits of Green Valley Pl & Edward Ct Water Main Replacement Legend? # Water LAUR SystemEL Valve DR S Water Hydrant Water Pressurized Main <all other values> SYLVAN WAY BUTTERNUT ST LifeCycleStatus Abandoned in Place EXHIBIT 2 Active GREEN VALLEY PLACE & EDWARD COURT WATER MAIN REPLACEMENT Removed Under Construction CITY OF WEST BEND ENGINEERING DEPARTMENT - AUGUST 2018